Page 2 Attachment, ADC 477

ADC 477

Component Performing the Procurement/Contracting for Another Component Involving 

Government Furnished Property (GFP)

1. ORIGINATOR:

a. Service/Agency: DLA Logistics Management Standards, J627

b. Originator: Robert Hammond, DoD Activity Address Directory (DoDAAD) Process 

Review Committee Chair, email: DODAADHQ@DLA.MIL and Ellen Hilert, MILSTRIP 

Administrator, Supply Process Review Committee Chair, email: Ellen.Hilert@dla.mil

2. FUNCTIONAL AREAS: DoDAAD and Supply

3. REFERENCES:

a. DOD 4000.25-1-M, Military Standard Requisition and Issue Procedures, Chapter 11, 

Contractor Access to Government Supply Sources, Paragraph C11.4.3.

b. DOD 4000.25-M, Defense Logistics Management System (DLMS), Volume 2, Supply 

Standards and Procedures, Chapter 2, Paragraph C4.2.3.1.1.

c. DOD 4000.25-M, Volume 6, Chapter 2, Paragraphs C2.1.2.2. and C2.5.1.2.

4. REQUESTED CHANGE:

a. Brief Overview of Change: This change clarifies the procedures when one Component 

is performing the procurement/contracting service for another Component and when the contract 

allows the contractor access to Government supply system materiel in support of contract 

performance. Comment resolution is at enclosure (2).

b. Background:

(1) A portion of the 2005 Base Realignment and Closure (BRAC) decision set out to 

designate a single Defense Agency, acting in a joint capacity for the Military Services, as the 

direct interface with the logistics industrial base to leverage DOD’s purchasing power with its 

suppliers. BRAC takes the Department of Defense one step closer to focusing its spending 

power on achieving long-term joint savings for the military consumer and gives defense 

suppliers a “single face” point of contact. Contracts by individual DOD organizations can now 

be replaced with DOD enterprise-wide contracts, allowing industry to streamline its government 

contract processes and deal with a single DOD “buyer”. 

(2) This change addresses the scenario where one or more Components request 

another Component to perform the procurement/contracting function for them and the signed 

contract identifies Government supply system items that are available to the contractor to 
 Attachment, ADC 477

Page 3

perform contract requirements. An example of such a condition is the Depot Level Repairables 

contracts that the Defense Logistics Agency writes for other Components in accordance with 

the BRAC initiative. In these cases, there is a need for the Component DoDAAD Central 

Service Point (CSP) of the Component requesting the contract to assign any DoD Activity 

Address Code (DoDAAC) used to support the requisitioning/delivery of Government Furnished 

Property in order for the requesting Component’s Management Control Activity (MCA) to 

perform the management control functions. In this example, a member of the Defense Logistics 

Agency contracting office would request a DODAAC on behalf of the Component requesting 

the contract. This request would be sent to the DODAAD CSP of the Component requesting 

the contract and not to the DLA DODAAD CSP. The Component providing the 

procurement/contracting service and the Component requesting the contract must then 

coordinate efforts to ensure that the requesting Component’s MCA has access to the necessary 

contract and applicable contract modification information to perform its management control 

and accountability functions over Government supply system materiel access. This is the 

process in practice today.

(3) Changes are needed to the DoDAAD data element dictionary name “Sponsor” to 

“Contracting Service/Agency” to reflect this practice. Moreover, “Contracting Service/Agency” 

and “Contract Administration Office DoDAAC fields need to be changed from mandatory to 

optional data fields in the DoDAAD data dictionary and DoDAAD database update 

applications. These two fields are useful to some CSPs, but not to all CSPs and not in every 

case. At the DoDAAD Process Review Committee meeting in August 2011, CSPs indicated that 

in some cases data has been entered simply because it is mandatory and needed to save the 

record. The actual existing values are a collection of DoDAACs, offices, and Component 

designations. 

(4) For the purposes of this change, the overarching term GFP (rather than 

Government Furnished Materiel (GFM)) is frequently employed. GFP encompasses 

Government Furnished Equipment (GFE) and GFM.

c. Approved Procedures:

(1) Revise references 3.a. and 3.b. as indicated in enclosure (1) to clarify that when 

one Component is performing the procurement/contracting service for another Component, the 

Component providing the procurement/contracting service and the Component requesting the 

contract shall coordinate efforts to ensure that the requesting Component’s MCA has access to 

the necessary contract and applicable contract modification information to perform its 

management control and accountability functions over Government supply system materiel 

access. This change is for clarification only; no system changes or MCA management control 

functions/process, transaction format or transaction flow changes are needed.

(2) Revise reference 3.c. as indicated in enclosure (1) to clarify that when one 

Component is performing the procurement/contracting service for another Component, the 

DoDAAD CSP of the Component requesting the contract is responsible for assigning DoDAACs 

to the contractor when the contract provides for access to or delivery of Government supply 

system materiel as either GFM or Contractor Furnished Materiel (CFM). There is no change to 
 Attachment, ADC 477

Page 4

the DoDAAC assignment process or to CSP responsibilities or functions. CSPs will continue to 

use the appropriate contractor service code applicable to the Component that requested the 

contract be written. No system changes are needed. Note: Army recommends that each 

Component Contracting office designate specific position responsibilities to coordinate 

DoDAAC assignment and MCA actions with the requesting Service/Agency DoDAAC CSP 

and MCA to ensure that the necessary communications and information are exchanged to 

maintain proper controls of over Government supply system materiel access (see enclosure 

(2)).

(3) Change the “Contracting Service/Agency” (previously labeled “Sponsor”) and 

“Contract Administration Office DoDAAC” data fields from mandatory to optional in DLA 

Transaction Services, Army and Air Force DoDAAD web update applications. DLA 

Transaction Services, Army and Air Force shall provide estimated implementation dates to 

DoDAAD PRC Chair if later than July 1, 2012.

(4) CSPs review values in the “Contracting Service/Agency” (previously labeled 

“Sponsor”) and “Contract Administration Office DoDAAC” data fields and modify as 

appropriate. For those CSPs using the DLA Transaction Services web update application, this 

will require that DLA Transaction Services first change the fields to optional. DoDAAD PRC 

Chair will advise all when this capability has been implemented.

d. Alternative Considered: Assign DoDAAC CSP and MCA responsibilities to the 

Component or Agency that signed the contract. This was deemed disruptive to existing logistics 

processes and systems. 

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages:

(1) Clarifies that the Component providing the procurement/contracting service and the 

Component requesting the contract shall coordinate efforts to ensure that the requesting 

Component’s MCA has access to the necessary contract and applicable contract modification 

information to perform its management control and accountability functions over Government 

supply system materiel access.

(2) Clarifies that when one Component is performing the procurement/contract writing for 

another Component that includes the authorization for a contractor to order or receive GFP, the 

requesting Component’s DoDAAD CSP shall assign the DoDAACs used to requisition and/or 

identify delivery locations and the requesting Component’s MCA shall perform the management 

control and accountability functions over Government supply system materiel access.

(3) Allows CSP to enter or not enter the “Contracting Service/Agency” (previously labeled

“Sponsor”) and “Contract Administration Office” DoDAAD data element as needed. 

b. Disadvantages: None noted.

6. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: DLA Transaction Services, 

Army, and Air Force shall modify web update applications as soon as practicable. Target 
 Attachment, ADC 477

Page 5

completion date is July 12, 2012. Procedural changes are effective now and will be incorporated 

into manuals upon issuance. 

7. IMPACT:

a. New DLMS Data Elements: None.

b. Changes to DLMS Data Elements: For clarity, the data element “Sponsor” is renamed

“Contracting Service/Agency”. The data element definition is unchanged. 

c. Publications: Revises MILSTRIP, Chapter 11, paragraph C11.4.3., DLMS Volume 2, 

Chapter 4, paragraph C4.2.3.1.1., and DLMS Volume 6, Chapter 2, paragraphs C2.1.2.2. 

C2.5.1.2.

d. Automated Information Systems: DLA Transaction Services, Army, and Air Force

DoDAAD update and inquiry applications will be changed to rename the “Sponsor” data element 

to “Contracting Service/Agency” and identify both it and the “Contract Administration data field 

as optional.
Enclosure 1, ADC 477

Page 1

Enclosure 1

Changes to Manuals

Revisions are identified by red bold italic text.

DOD 4000.25-M, Volume 6, Chapter 2, paragraph C2.1.2.2.

C2.1.2.2. Contractors. Contractors may be assigned DoDAACs only if they have a 

contract with DOD to access DoD materiel or to provide services such as maintenance/repair 

that require a shipping address. Contractor DoDAACs may be assigned by CSPs only in 

specific DoDAAC series specified by DoD 4000.25-1-M Appendix 2.2 for contracts assigned 

by issued by their Component or issued on behalf of their Component or Agency. Note 

that Washington Headquarters Service assigns contractor DoDAACs for “Other Government 

Contactors” under the HGC DoDAAC Series. CSPs are responsible for exercising due 

diligence in assigning contractor DoDAACs, including coordination with the contracting officer

and reviewing contract data and obtaining copies of contracts as appropriate. CSPs are 

responsible for assigning the appropriate authority code for a contractor DoDAAC and for 

cancelling it when there is no longer an active contract associated with the DoDAAC.

DOD 4000.25-M, Volume 6, Chapter 2, paragraph C2.5.1.2.

C2.5.1.2. Contractor DoDAACs. Contractor DoDAACs are assigned by the CSP of the DoD 

Component that signed the contract with the Contractor, except in those cases where the 

Component signing the contract is performing the procurement/contract writing 

function for another Component. In those cases where one Component is providing a 

contract writing service for another Component, the DoDAAD CSP of the Component 

requesting the contract shall assign the Contractor DoDAACs. The CSPs will review 

contract expiration dates and ensure DoDAACs are deleted (inactivated from requisitioning) as 

of their respective contract expiration dates.

DOD 4000.25-1-M, Military Standard Requisition and Issue Procedures, Chapter 11, paragraph 

C11.4.3.

C11.4.3. It is mandatory that GFM requisitions be forwarded regardless of origin, such 

as contractor or S/A initiated, to the appropriate S/A MCA for validation. After validation by the 

S/A MCA, the MCA will forward validated requisitions to the ICP. Where the MCA and ICP are 

collocated, internal passing of transactions is authorized. When the MCA and ICP are not 

collocated, the transmission should be via DAAS, where practical. In those instances where

a Component is performing the procurement/contract writing for another Component 

that includes the authorization for a contractor to order or receive GFP, the Component 

providing the procurement/contracting service and the Component requesting the 
Enclosure 1, ADC 477

Page 2

contract shall coordinate efforts to ensure that the requesting Component’s MCA has 

access to the necessary contract and applicable contract modification information to 

perform its management control and accountability functions over Government supply 

system materiel access.

DOD 4000.25-M, Volume 2, Chapter 4, paragraph C4.2.3.1.1.

Purpose: C4.2.3.1.1. This section prescribes policies and procedures for requisitioning 

GFM/CFM by or for contractors from the DoD Supply System. These procedures establish 

guidelines for requisitioners, authorized contractors, and the DoD Components to obtain GFM 

from DoD inventories in support of contract requirements. These procedures also support the 

use of DLMS requisitioning by authorized contractors to obtain material materiel from 

Government supply sources to be used as CFM under controls established by the authorizing 

Component and as specified in this chapter. In those instances where one Component is 

performing the procurement/contract writing for another Component that includes the 

authorization for a contractor to order or receive GFP (or Army CFM), the Component 

providing the procurement/contracting service and the Component requesting the 

contract shall coordinate efforts to ensure that the requesting Component’s MCA has 

access to the necessary contract and applicable contract modification information to 

perform its management control and accountability functions over Government supply 

system materiel access.
Page 1 Enclosure 2, ADC 477

Enclosure 2

Comments Resolution

Organization PDC 503 Comment Resolution

Army Comment 1: Army DoDAAD CSPs do not have 

access to all Army and DLA contracts. Lack of 

automated information systems with updated 

contract information prevents Army DoDAAC CSPs 

from performing the verification processes required 

to extend or cancel a contractor DoDAAC. Lack of 

guidance in the Army Contracting Commands 

regarding DoDAAC responsibilities continue to 

prevent Army DoDAAD CSPs from performing 

routine maintenance on contractor DoDAACs which 

prevents a contractor from fulfilling their contractual 

requirements. The Army recommends each 

“Contracting Service/Agency” designate a position 

to request and maintain DoDAACs to the 

appropriate DoDAAD CSP. Failure to designate 

and train such a position places undue burden on the 

Component DoDAAD CSP and places continuity of 

contract deliverables at risk when DoDAACs are not 

updated to coincide with contract modifications.) 

Recommend each Component designate a 

position to coordinate MCA procedures with the 

“Contracting Service/Agency DoDAAC position 

recommended above

Accepted.

Commnet 2. Recommend changes to C2.1.2.2. as 

folllows: Contractors. Contractors may be assigned 

DoDAACs only if they have a contract with DoD to 

access DoD materiel or to provide services such as 

maintenance/repair that require a shipping address. 

Contractor DoDAACs may be assigned by CSPs 

only in specific DoDAAC series specified by DoD 

4000.25-1-M Appendix 2.2 for contracts assigned by 

issued by their Component or issued on behalf of 

their Component. (Note that Washington 

Headquarters Service assigns contractor DoDAACs 

for “Other Government Contactors” under the HGC 

Noted and discussed 

with Army. Language 

regarding CSP obtaining 

copies of contacts was 

removed. The CSP is 

responsible for 

inactivating a

DoDAACs when there is 

no longer an active

contract. Using the 

expiration date, for the 

contract and the CSP 

takes appropriate action 
Page 2 Enclosure 2, ADC 477

DoDAAC Series.) CSPs are responsible for 

exercising due diligence in assigning contractor 

DoDAACs., including coordination with the 

contracting officer and obtaining copies of 

contracts as appropriate. CSPs are responsible for 

assigning the appropriate authority code for a 

contractor DoDAAC and for cancelling it when

there is no longer an active contract associated 

with the DoDAAC. notified by the Contracting 

Service/Agency that an active contract associated 

with the DODAAC no longer exists.

if there is no reply from 

the Contracting Officer.

Many Component and 

Agency process initiate 

automatic deletion of 

DoDAACs when the 

expiration date has not 

been extended, thus 

requiring responsiveness 

on the part of 

Contracting personnel in 

order maintain support.

See Army comment 1.

Navy Concurs as written Noted.

Air Force Concurs with comment: Based on the fact that PDC 

503 addresses a BRAC finding and we were assured 

that while DLA will use DLA contract numbers; 

DLA is aware only Air Force contracts will get AF 

DoDAACs. Additionally in cases where this is not 

the case, the AF POC will retain the ability to 

approve/disapprove DoDAAC requests.

No change required; 

comment, reaffirms 

content and intent of 

change.

Marine 

Corps

Concurs as written Noted.

DLA Concurs as written Noted.